Equipment maintenance memory

When equipment goes down, know what fixed it last time.

OctoVault turns photos, manuals, invoices, warranties, spreadsheets, and staff know-how into equipment records that answer questions with sources and call out what is still missing.

Open OctoVault app We'll load your first records

Open the app, add one record, and ask what fixed it last time. Records stay exportable.

LOOPING DEMO · SAMPLE DATA · ILLUSTRATIVE

OVNew record1 · ADD

HAAS AUTOMATION INC.
VF-2 VERTICAL MACHINING CENTER
SERIAL 41508 · 2009
208V · 3PH · 40A

READ FROM THE PHOTO — YOU APPROVE EACH FACT

Machine · CNC mill, HAAS VF-2✓

Serial · 41508✓

Drop files herePDF · photos · anything you've got

PDFgate_service_invoice.pdf…

IMGcontroller_photo.jpg…

equipment_list_FINAL_v7.csv

EquipmentLast serviceNotes

Dock leveler 4jan-22sticks

Compressor3/14??ask Mike

Freezer#REF!—

→ 47 rows become 47 records you can ask

Record created ✓

1 · Add what you have

OVRecord2 · THE RECORD

Everything a fix needs, in one place

RECORD · sample workspace

2 · Fix it fast

OVAsk OctoVault3 · ASK

MISSING · …

✓ SOURCES VISIBLE — NO GUESSING

3 · Ask next time

1 · Add what you have

LOOP

Answers with sources

Every answer cites the invoice, note, or photo behind it.

Missing proof called out

Gaps show in amber — a to-do list, not a guess.

You approve every fact

Nothing lands on a record until you say so.

AI does the tedious part

Start with messy inputs. Get an organized maintenance memory your team can ask.

Photos, PDFs, invoices, notes, and spreadsheet rows become equipment records with sources and missing-proof prompts.

Reads the photo

A nameplate or equipment photo starts the record. OctoVault pulls out the useful identity clues and keeps the image as a source.

Links the files

Drag in a PDF, an invoice, a photo of the controller. Each file lands on the right record — linked, not lost in a folder.

Imports the list

The spreadsheet you already keep, messy rows and all. 47 rows become 47 records you can ask.

Answers with proof

Ask what happened, what is covered, or what is missing. Every answer shows the sources it used.

What OctoVault remembers

Records, documents, photos, notes, and know-how tied to the right equipment.

Each input becomes part of a living record with sources and missing-information prompts.

MManuals

Find the right manual without digging through folders or binders.

Example source: Manual PDF

WWarranties

Know what is covered, when it expires, and which proof is missing.

Example source: Warranty card

SService history

Keep repairs, visits, invoices, and notes tied to the right item.

Example source: Service invoice

CContractor notes

Preserve who visited, what they said, and what they recommended next.

Example source: Site visit note

IInvoices and receipts

Turn payment records into useful operating history.

Example source: Invoice

PPhotos and nameplates

Start records from the real equipment in front of you.

Example source: Phone photo

LSpreadsheet lists

Bring the equipment list you already keep — messy is fine.

Example source: CSV export

KStaff know-how

Keep useful context when staff, vendors, or contractors change.

Example source: Team note

Before and after

Replace scattered proof with answers you can trust.

Before OctoVault

Old spreadsheet with stale rows.
Manuals in shared folders.
Invoices buried in email.
Photos on personal phones.
Important context in one person's head.

After OctoVault

Records tied to the right equipment or facility item.
Answers that include sources.
Missing warranty or manual prompts.
Staff and contractor knowledge preserved.
Simple path from capture to useful answer.

Pricing

Open the app first. Upgrade only when the answers are useful.

Flat monthly pricing per facility — teammates are never a line item.

Starter$99/mo25 equipment records

Professional$199/mo100 equipment records

Business$399/momulti-facility · unlimited

See full pricing →

Help is optional

Rather not do the loading yourself?

Guided setup: send what you have; we organize the first equipment records with you. We reply within one business day.

What to try first: Start with one machine, one nameplate photo, and one repair invoice. Ask what fixed this last time. Your records stay exportable, and every answer shows the sources behind it.

FAQ

Short answers for busy operators.

Can I open the app now?

Yes. Open it in your browser, start one equipment record, and ask a question. If you'd rather not do the loading, request guided setup and we'll load your first records with you.

What should I upload first?

Whatever is closest: a nameplate photo, the last repair invoice, or the spreadsheet you already keep. One item is enough to start asking.

What happens if OctoVault cannot read a document?

It tells you. The file is saved either way, marked "could not read yet," and the record's Missing list shows what still needs a better copy. Honest gaps beat confident guesses.

Is this a CMMS?

No. OctoVault doesn't schedule crews, assign jobs, or track time — keep whatever runs your work. OctoVault is where what-happened lives: the fixes, manuals, warranties, invoices, and notes, answerable with sources.

Do we need to set up folders first?

No. Drop in the mess — OctoVault organizes it around each piece of equipment, and you approve every fact before it lands.

Can we export our data?

Yes. Your records stay exportable — we export everything for you anytime you ask.

Can I call someone?

Yes — (226) 243-0172. It's an AI-answered line: ask what to upload first, and leave your details for a callback.

Open it now. Drop in one record.

Open OctoVault app We'll load your first records

Questions? Call (226) 243-0172

Open OctoVault app We'll load your first records